Regional District of Central Kootenay Special Board Meeting Open Meeting Agenda Date: Wednesday, January 18, 2017 Time: Location: 1:00 pm RDCK Board Room, 202 Lakeside Dr., Nelson, BC Directors will have the opportunity to participate in the meeting electronically. Proceedings are open to the public. 1. ADOPTION OF THE AGENDA RECOMMENDATION: (ALL VOTE) The agenda for the January 18, 2017 Special (Budget) meeting of the Board be adopted as circulated. Pages 2. EMERGENCY RESOLUTION: Arrow Creek AAP 5-9 The Board Report dated January 4, 2017 from Anitra Winje, Corporate Officer, requesting Board approval to proceed to alternative approval process for the borrowing of funds for Phase 5 of the Arrow Creek Water Service, has been received.
RECOMMENDATION: (ALL VOTE) That the Board ratify the following motion, which was approved by a poll of a majority of the Directors on January 12, 2017: That staff be directed to proceed with obtaining approval of the electors within the Arrow Creek Water Treatment and Supply Service Area with respect to the RDCK borrowing $1,892,937.00 for the purpose of making capital improvements to the Arrow Creek Water Treatment and Supply Service and that such approval to be obtained by alternative approval process pursuant to Section 86 of the Community Charter; AND FURTHER, the Board hereby determines as follows: 1) That participating area approval for the Alternative Approval Process for Arrow Creek Water Treatment and Supply Service Loan Authorization Bylaw No. 2531, 2016 be obtained for the entire service area. 2) The deadline for receipt of elector responses is 4:30 p.m. on Monday, February, 27, 2017. 3) The required Elector Response Form shall be as attached to the Corporate Officer's Report to the Board dated January 4, 2017. 4) A fair determination of the total number of electors of the area to which the approval process applies is 4,890. 3. NEW BUSINESS 3.1 Work plan presentation 3.2 Staffing and Budget Requests 3.2.1 Bylaw Enforcement Officer - Creston and Area 10-13 The Board Report dated January 11, 2017 from Sangita Sudan, General Manager of Development Services, requesting approval to hire a half-time bylaw enforcement officer to provide services to Electoral Areas A, B and C, has been received. RECOMMENDATION: (PO WEIGHTED) That the RDCK Board approve the establishment of a part-time Bylaw Officer position for the Creston office in the 2017 budget under Rural Administration Service 101, for approximately $41,187.63 (salary and benefits). 2
3.2.2 GIS Technician 14-16 The Board Report dated January 12, 2017 from Sangita Sudan, General Manager of Development Services, requesting approval to add a full time GIS Technician position to the Nelson office, has been received. RECOMMENDATION: (PO WEIGHTED) That the RDCK Board approve the conversion of the temporary GIS Technician positions to permanent in the 2017 budget under the Geospatial Service 102, for approximately $61,747.60 and authorize staff to recruit for the full time position. 3.2.3 FireSmart Summer Students 17-19 The Board Report dated January 9, 2017 from Nora Hannon, Emergency Coordinator (Nelson, E, F, D, Kaslo) requesting Board approval to create two or three summer student positions as FireSmart Ambassadors, has been received. RECOMMENDATION: (PO WEIGHTED) That the Board direct staff to apply to the Canada Summer Jobs program for 2017 to assist with funding three FireSmart Ambassador positions and implement Option 2, and that the Board fund up to $40,760 for three FireSmart Ambassadors through the Rural Administration service, and direct staff to hire three summer FireSmart Ambassadors. 3.2.4 Wildfire Mitigation Coordinator 20-21 The Board Report dated January 9, 2017 from Andrew Bellerby, General Manager of Fire and Emergency Services/Regional Fire Chief, seeking Board approval to create a Wildfire Mitigation Coordinator position, has been received. RECOMMENDATION: (PO WEIGHTED) That the Board direct staff to immediately being the process of recruiting a full time Wildfire Mitigation Coordinator, which will be funded through the Consolidated Emergency Services budget for approximately $87,000 per year. 3.3 General Administration Service 3.4 Rural Administration Service 3
4. IN CAMERA 4.1 RESOLUTION - MEETING CLOSED TO THE PUBLIC RECOMMENDATION: In the opinion of the Board, and in accordance with Section 90 of the Community Charter, the public interest so requires that persons other than DIRECTORS, ALTERNATE DIRECTORS and STAFF be excluded from the meeting; AND FURTHER, in accordance with Section 90 of the Community Charter, the meeting is to be closed on the bases identified in the following subsections: (i) Labour relations 4.2 RESOLUTION - RECESS OF OPEN MEETING 5. ADJOURNMENT RECOMMENDATION: The Open meeting be recessed in order to conduct the In Camera meeting. RECOMMENDATION: The meeting be adjourned at 4
REGIONAL DISTRICT OF CENTRAL KOOTENAY BOARD REPORT DATE OF REPORT: January 4, 2017 DATE & TYPE OF MEETING: January 18, 2017 Special Board Meeting AUTHOR: Anitra Winje, Corporate Officer SUBJECT: ELECTOR ASSENT VIA ALTERNATIVE APPROVAL: ARROW CREEK WATER SERVICE FILE: 3900-20-2016-ARROW CREEK WATER SERVICE SECTION 1: EXECUTIVE SUMMARY Staff is requesting the Board's approval to proceed to elector approval via the alternative approval process to determine if eligible electors in the Arrow Creek Water Treatment and Supply Service Area wishes the Board to borrow $1,892,937 for capital upgrades to the water system. SECTION 2: BACKGROUND /ANALYSIS BACKGROUND: The Arrow Creek Water Treatment and Supply Service provide water to residents in Erickson and the Town of Creston. A multi-phase project, initiated in 2009, has addressed the poor condition of the water main and sought to improve the quality and sustainability of the treatment system. Phases 1, 2 and 3 of the main line replacement were completed between 2008 and 2015 at a cost of $1.7 million. Phase 4 cost $4.3 million (a $2.9 million New Build Canada Grant helped offset the cost to the taxpayers). Phase 5 the final stage of the project will start in 2017 with an anticipated completion date in 2018. The RDCK has received $4,179,028.00 from the Clean Water and Wastewater Fund for this final phase. The RDCK still needs to raise up to $1.89 million for the last phase and is seeking authority to borrow from the electors in the service area. Prior to finally adopting this bylaw, approval from the Inspector of Municipalities is required. That approval was granted on December 6, 2016. Electoral approval may now be obtained through the Alternative Approval Process (AAP). As a part of the AAP process, in accordance with Section 86 of the Community Charter, the Board is required to establish the deadline for receiving elector responses, establish an elector response form and make a fair determination of the total number of electors of the area to which the approval process applies. SECTION 3: DETAILED ANALYSIS a. Financial Considerations - Cost and Resource Allocations: Included in Financial Plan: Ea YES Debt Bylaw Required: [> 3 YES D D NO NO Financial Plan Amendment: Public/Gov't Approvals req'd: The estimated total project cost is $6,055,249.00. The RDCK has received a Clean Water and Wastewater Fund grant for $4,179,028.00 which will be applied to the project cost. The RDCK previously received at $2.9 million New Build Canada Grant for Phase 4 of the multi-year, multi-phase project. The remaining $1,892,397 will be obtained through borrowing through the Municipal Finance Authority (MFA). D s YES YES s D NO NO The cost of borrowing to a maximum $1,892,397.00 at the current MFA rate of 3.68% over the 25-year term of the debenture will cost $53,488.63 per year in interest. The annual principal payment will be $39,866.28. The total annual loan payment will therefore be $93,354.91. The Arrow Creek Water Treatment and Supply Service is funded from contributions made by the Town of Creston and contributions made from the Erickson Water Distribution Service (being a portion of Electoral 5
Alternative Approval Process: Arrow Creek Water Treatment & Supply Service January 18,2017 Page 2 Area B and portion of Electoral Area C). The forecasted cost for customers in Erickson is as follows: Customers Single Family Dwelling Mobile Home Typical 5-acre Farm 2017 $763 $612 $1,410 2018 $812 $621 $1,585 2019 $828 $628 $1,617 2020 $845 $636 $1,650 2021 $862 $643 $1,682 The forecasted cost for customers in the Town of Creston is as follows: Single Family Dwelling b. Legislative Considerations (Applicable Policies and/or Bylaws): The Alternative Approval Process is prescribed under Section 86 of the Community Charter. Prior to finally adopting this bylaw, approval from the Inspector of Municipalities was required, as well as elector approval. The bylaw was forwarded to the Ministry of Community, Sport and Cultural Development and approval was received on December 6, 2016. As a part of the AAP process, in accordance with Section 86 of the Community Charter, the Board is required to establish the deadline for receiving elector responses, establish an elector response form and make a fair determination of the total number of electors of the area to which the approval process applies. The total number of electors in the service area is 4,890; therefore, the 10% threshold is 489. If the participant directors wish to proceed to AAP, they need the Board's consent via a resolution. Residents must have a minimum of 30 days in which to return their elector response forms. The RDCK must advertise over two consecutive weeks in a local print publication (Creston Valley Advance). If the AAP fails, the participant directors can request the Board authorize staff to proceed to referendum. The cost of the referendum would be paid from the Arrow Creek Water Treatment and Supply Service. c. Environmental Considerations: A safe, reliable and abundant source of water is vital to the health of humans, animals and plant life. Currently, treated water is stored in open reservoirs, making it susceptible to contamination from vegetation and wildfire. The closed reservoir will lessen the risk of contamination. The new reservoirs and clear well will provide water storage for all customers, thereby improving water for firefighting. The new main line will greatly reduce leakage from the distribution system. d. Social Considerations: The new Erickson reservoirs will increase water pressure to many low pressure customers, limit service disruptions, and result in storage of water for firefighting purposes. e. Economic Considerations: A safe and reliable source of water is essential for the sustainabilityofthe community and the economic success of the agricultural sector. f. Communication Considerations: Advertisements for the Alternative Approval Process will be published in the Creston Valley Advance once each week for two consecutive weeks as per Section 94(2)of the Community Charter (January 19 and 6
Alternative Approval Process: Arrow Creek Water Treatment & Supply Service January 18,2017 Page 3 January 26). Staff will also send householder mailers to every household in the service area. Staff will also hold a public information meeting at the Creston and District Recreation Complex from 4 8 p.m. on January 25,2017. g. Staffing/Departmental Work plan Considerations: Staff will hold a public information meeting. SECTION 4: RECOMMENDATIONS That staff be directed to proceed with obtaining approval of the electors within the Arrow Creek Water Treatment and Supply Service Area with respect to the RDCK borrowing $1,892,937.00 for the purpose of making capital improvements to the Arrow Creek Water Treatment and Supply Service and that such approval to be obtained by alternative approval process pursuant to Section 86 of the Community Charter; AND FURTHER, the Board hereby determines as follows: 1) That participating area approval for the Alternative Approval Process for "Arrow Creek Water Treatment and Supply Service Loan Authorization Bylaw No. 2531, 2016" be obtained for the entire service area. 2) The deadline for receipt of elector responses is 4:30 p.m. on Monday, February 27, 2017. 3) The required Elector Response Form shall be as attached to the Corporate Officer's Report to the Board dated January 4, 2017. 4) A fair determination of the total number of electors of the area to which the approval process applies is 4890. Respectfully submitted, Signature: ^//^<^^^-^^< Name: Anitra Winje, Corporate Officer CONCURRENCE Initials: Chief Administrative Officer \!.,~\ ATTACHMENTS Attachment A Elector Response Form 7
REGIONAL DISTRICT OF CENTRAL KOOTENAY ARROW CREEK WATER TREATMENT & SUPPLY SERVICE LOAN AUTHORIZATION ALTERNATIVE APPROVAL PROCESS ELECTOR RESPONSE FORM I HEREBY DECLARE that on the date that I have signed this Elector Response Form, I am an Elector satisfying the requirements identified on the reverse of this form and residing in the area to which this Alternative Approval Process applies and hereby request the Board of Directors of the Regional District of Central Kootenay NOT TO PROCEED with the borrowing of One Million, Eight Hundred Ninety-Two Thousand Nine Hundred Thirty-seven Dollars ($1,892,937) for capital purposes including the replacement of the concrete main line and the construction of a clear well for the Arrow Creek Water Treatment and Supply Service serving the Arrow Creek Water Treatment and Supply Service Area DATE FULL NAME (PLEASE PRINT) ADDRESS ADDRESS OR LEGAL OF PROPERTY (IF NON-RESIDENT ELECTOR) SIGNATURE 8
ARROW CREEK WATER TREATMENT & SUPPLY SERVICE LOAN AUTHORIZATION ALTERNATIVE APPROVAL PROCESS APPROVAL OF ELECTORS - REQUIREMENTS REQUIREMENTS DEFINED IN THE LOCAL GOVERNMENT ACT: RESIDENT ELECTOR (Section 565) A person who is age 18 or older A Canadian Citizen A resident of British Columbia for at least 6 months A resident of the area to which this Alternative Approval Process applies for at least 30 days Not disqualified by the Local Government Act or any other enactment from voting. NON RESIDENT ELECTOR (Section 66) A person who is age 18 or older A Canadian Citizen A resident of British Columbia for at least 6 months Not a resident elector A person who is the registered owner of real property in the area to which this Alternative Approval Process applies for at least 30 days Not disqualified by the Local Government Act or any other enactment from voting A person not holding the property in trust for a corporation or another trust A person may only sign as a non-resident elector for one parcel within the area to which this Alternative Approval Process applies regardless of the number of parcels they have interest in. Where there is more than one person registered as the owner of real property, either as joint tenants in common, only one of those persons may sign this Elector Response Form with the written consent of the majority of the other owners. 9
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